IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

July 02, 2014 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

CONTRACT ADMINISTRATION PRC MEMBERS 

FINANCE PRC MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1113, 

Wide Area Workflow (WA WF) Advance Shipment Notice (ASN) Revisions 

Including Enhancements for Security Cooperation (SC) Foreign Military Sales 

(FMS) (Supply/Contract Administration) 

The attached change to DLM 4000.25, Defense Logistics Management System, is approved 

for implementation. The WA WF Program Management Office is planning to deploy this change 

in WA WF Release 5 .6, targeted for August 1, 2014. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-

767-0676, DSN 427-0676, or e-mail: ellen.hilert@dla.mil, or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111; DSN 427-5111 or email: heidi.daverede@dla.mil. Others 

may direct questions to their Service or Agency designated Supply PRC representative. 

Attachment 

cc: 

ODASD (SCI) 

ODASD DP AP (PDI) 

WAWFPMO 

DCMO 

OUSD(C) 

DONALD C. PIPP 

Director 

Defense Logistics Management 

Standards Office 

Federal Recycling Program G Printed on Recycled Paper 
ADC 1113

Wide Area Workflow (WAWF) Advance Shipment Notice (ASN) Revisions 

Including Enhancements for Security Cooperation (SC) Foreign Military 

Sales (FMS) Shipment 

1. ORIGINATOR:

a. Submitting Service/Agency: WAWF PM on behalf of Defense Logistics Agency 

(DLA)

b. Functional POCs: DLA, Defense Contract Management Agency (DCMA), Defense 

Security Cooperation Agency (DSCA), U.S. Navy, and U.S. Army

2. FUNCTIONAL AREAS:

a. Functional Areas: Contract Administration and Materiel Due In

b. Functional Processes: Shipment Tracking and Visibility of Vendor Shipments

3. REFERENCE: 

a. WAWF Engineering Change Proposal (ECP) 0714 for WAWF (FMS - 856 (Ship 

Notice/Manifest) and 857 (Shipment and Billing Notice)

b. DLM 4000.25, Volume 7, Contract Administration, Chapter 2, Shipment Notification

c. ADC 1043, DLMS Revisions for Department of Defense (DOD) Standard Line of 

Accounting (SLOA)/Accounting Classification (Finance/Supply), September 18, 2013

4. APPROVED CHANGE: Significant revisions subsequent to staffing are highlighted in green.

a. Overview of Change: 

(1) This change enhances WAWF to carry additional data fields found on contracts and 

delivery orders to the WAWF receiving report (RR) as requested by DLMS Trading partners 

supporting SC shipments. The WAWF RR is mapped to the commercial standard transaction 

(American Standards Committee (ASC) X12) 856 Ship Notice/Manifest to provide functionality as 

an electronic data source for shipment tracking and visibility. Under DLMS, the transaction used 

for this function is referred to as the Advance Shipment Notice (ASN).

(2) This change has been updated subsequent to staffing to reflect standard DOD data 

mapping for SC data elements transmitted to DOD systems outside WAWF. The WAWF format 

for the FMS Case Number will not authorized for perpetuation to other systems.

ADC 1113 Attachment

Page 1
b. Background: 

(1) The WAWF is a DOD mandated system that allows the vendor to electronically 

submit invoices and RRs, and the Government to inspect, receive, accept information and pay 

electronically. Electronic transactions for the WAWF RR are not using available SC/Foreign 

Military Sales (FMS) data in the contract to prepopulate as much information as is needed and is 

causing: 

• misidentification of SC shipments,

• lost shipments,

• frustrated shipments unable to export/import,

• inability to track SC shipments, and

• a significant increase in SDRs for vendor shipments.

(2) Foreign Military Sales Case Number: 

(a) During coordination the Components were asked to comment on the mapping 

of the Foreign Military Sales Case Number carried in transactions as the concatenation of the SC 

Customer Code, SC Implementing Agency Code, and SC Case Designator structured as XX-XXXX.). The PDC noted that the DOD Comptroller and the Office of the Deputy Chief 

Management Officer (DCMO) have defined these elements as mandatory discrete data elements 

for SC Standard Line of Accounting (SLOA)/Accounting Classification (also refer to ADC 1043, 

Reference 3.c.). The DLMS is designed for consistent use of these elements across multiple 

domains. Concatenation of data elements within a single data field is highly discouraged within 

the DLMS. Additionally, passing the concatenated data content FMS Case Number (XX-X-XXX) 

and the distinct SC Case Designator (XXX) using the same X12 code with the variation based 

upon WAWF versus all other DLMS transmissions may cause confusion. The Component’s 

response to the mapping issue was to identify a preference for standard DLMS mapping as discrete 

data fields. However, due to the design and programming already accomplished to meet the 

anticipated release date, it is understood to be too late to modify the WAWF database without 

significant impact/cost. Therefore, this change reflects the original WAWF mapping for the 

contractor data into WAWF and the DLMS mapping for the WAWF transactions transmitted to the 

Components, since this can be achieved with minimal impact using the DLA Transaction Services 

Global Exchange (GEX).

(b) The initial proposal to establish the SLOA data elements for SC Customer Code 

and SC Case Designator included an attempt to expand the field length of the customer code (from 

two positions to three positions) and the case designator (from 3 positions to 4 positions). The 

expanded field lengths were incorporated in the request for new SC data content in shipments 

notices supported by WAWF. In response, DLMSO stated that the longer field lengths cannot be 

accommodated within the DOD infrastructure, which requires the customer code to be contained in 

positions 2-3 of both the SC MILSTRIP document number and the Military Assistance Program 

Activity Address Code (MAPAC). This is similarly true of the case designator, which is required 

to be contained in positions 4-6 of the MILSTRIP supplementary address. Once these values are 

assigned, all applicable DOD systems must be able to carry the data. Therefore, without very 

costly and time-consuming re-engineering of MILSTRIP procedures, MAPAC construction rules, 

and reprogramming of all the associated DOD and SC customer systems, plus the termination of 

ADC 1113 Attachment

Page 2
legacy MILSTRIP formatting by SC customers, there is no viable solution for permitting the 

proposed expanded field length. This ADC recognizes only the existing field lengths authorized 

by MILSTRIP, MAPAC, and DLMS.

c. Change in Detail: Revise WAWF, the 856 Ship Notice/Manifest Federal 

Implementation Convention (IC), and the DLMS 856 IC to incorporate the following data and 

business rules.

(1) Add data fields for SC/FMS RRs:

• Military Articles & Services List (MASL) Description,

• Foreign Military Sales Case Number. This data field will be carried as the 

concatenation of the SC Customer Code, SC Implementing Agency Code, and SC Case Designator 

structured as XX-X-XXX on contractor input to WAWF. For transmission to DOD applications, 

WAWF or GEX will reformat the data to be carried as three discreet data elements on WAWF 

transactions. 

(2) Add data fields to the RR for general use. These are data elements requested for 

SC/FMS shipments, but are also applicable to non-SC shipments:

• Project Code

• Special package marking and special handling requirements

• Transportation Account Code.

(3) A WAWF edit will ensure FMS RR includes either of the following data elements. 

The associated business rule for the contractor must require the inclusion of the Requisition 

Document Number when applicable; only if there is no Requisition Document Number, should the 

Purchase Request Number be used.

• Requisition Document Number (e.g., DATB4413655001)

• Purchase Request Number

.

d. Revisions to DLM 4000.25 Manuals: 

(1) Revisions to DLMS 856 IC are shown at the enclosure.

(2) Update DLM 4000.25 Volume 1, Appendix 4, Paragraph AP4.1, codes *8, **8, and 

*8* DLMS Unit of Materiel Measure (Unit of Issue/Purchase Unit) Conversion Guide to add 

Standard Cube Foot.

UoM Name

Description

ASC X12 UoM 

(Data Element 355)

DOD UoM 

Code

Remarks

Standard 

Cube Foot

5I 5I None.

e. Alternatives: None identified. 

ADC 1113 Attachment

Page 3
f. Proposed DLMS Change (PDC) 1113 Staffing Response/Comment Resolution:

Originator Response/Comment Disposition

1. DLA DLA concurs. We agree with DLMSO's disagreement 

on the concatenation of FMS data elements too and 

prefer the alternative.

Noted.

ADC updated to reflect 

standard DLMS mapping for 

WAWF transactions interfacing 

with the Components.

2. Air Force Concur.

AFSAC: 

1. With regard to mapping the Country Code, 

Implementing Agency, and Case Designator fields for 

the WAWF document, AFSAC does not have a 

specific preference as long as the fields are 

represented on the document.

2. PDC 1113 Attachment Page Paragraph 2 4.c(3).

calls for “either” Requisition Document Number or 

Purchase Request Number. If there is a Requisition 

Document Number associated with the WAWF 

transaction it needs to be mandatory. Only IF there is 

no Requisition Document Number assigned to the 

transaction should the Purchase Request Number be 

used.

Coordinator Justification: The Requisition 

Document Number combined with the FMS Case 

Identification are “critical” for customs clearance. 

The current language of “either” can lead to the 

omission of the Requisition Document Number when 

available and required.

Para should read: Ensure the FMS RR includes the 

Requisition Document Number. If there is no 

Requisition Document Number, provide Purchase 

Request Number. 

Noted.

RE comment 2. After 

discussion on this topic during 

the WAWF design review, it 

was agreed that the WAWF edit 

would only ensure that either 

the document number or 

purchase request number were 

populated. This is because the 

WAWF application has no basis

to know which is appropriate 

for a given transaction. 

However, the ADC is updated 

to clarify that the business rule 

for the contractor would be to 

include the document number 

when applicable.

3. Army Concur. Preference is for standard DLMS mapping.

USASAC: Concur with the DLMSO 

recommendation for the breakdown consistent with 

other DLMS transactions.

Noted.

Same as above.

4. Navy Awaiting response

5. Marine Concur. Preference is for the alternative mapping Noted.

ADC 1113 Attachment

Page 4
Originator Response/Comment Disposition

Corps described in the PDC. Same as above.

6. DSCA DSCA recommends using the standard DLMS 

mapping of FMS data elements in WAWF

transactions while acknowledging there continues to 

be a discrepancy between DLMS and SFIS regarding 

the number of record positions for Security

Cooperation customer codes and case designators.

Noted. 

ADC updated to reflect 

standard DLMS mapping for 

WAWF transactions interfacing 

with the Components. ADC 

background documents the data 

formatting issue as well as the 

data element field length issue.

5. REASON FOR CHANGE: These changes are necessary to properly handle SC shipments in

WAWF. WAWF should be improved to match the requirements in DOD regulations and support 

FMS customers. Expanded use beyond SC for selected data elements will benefit other DOD 

users of the WAWF RR.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: The following advantages are associated with this change:

• Compliance with Defense Federal Acquisition Regulation Supplement (DFARS)

Appendix F requirements.

• U.S. and foreign customs will be able to routinely and quickly clear WAWF 

SC/FMS shipments with all necessary information included.

• Fewer shipments will be frustrated, lost, or misidentified.

• A significant decrease in SDRs for vendor shipments.

b. Disadvantages: None identified

7. ADDITIONAL FUNCTIONAL REQUIREMENTS: 

a. Comparable changes must be made to the WAWF 857 Shipment and Billing Notice

transaction. This transaction is used by vendors reporting to WAWF as a combination of shipping 

and billing information in a single transaction; it is not used with DOD trading partners (WAWF 

separates content into 856 Ship Notice/Manifest and 810 Invoice for DOD processing).

b. If applicable, comparable changes to accommodate the DLMS mapping of the FMS 

Case Number must be accommodated for non-EDI output to DOD systems.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: The WAWF Joint 

Requirements Board approved ECP 0714 for development and deployment as part of WAWF 

Version 5.6. Deployment is scheduled for August 2014. 

ADC 1113 Attachment

Page 5
9. IMPACT: 

a. DLMS Data Elements: This change adds new data elements to the DLMS Dictionary 

(Logistics Data Resource Management Systems (LOGDRMS)):

Military Articles & Services List (MASL) Description. The MASL is a catalog of descriptive 

codes and text used to identify materiel and services available to be transferred to foreign 

governments and international organizations.

For additional clarification and available values refer to: 

http://www.dsca.mil/sites/default/files/masl_handbook_formatted_0.pdf 

Min/Max: 13/13

Alphanumeric. No Special Characters. The letters O and I are not permitted

Foreign Military Sales Case Number. This data element is the concatenation of the Security 

Cooperation (SC) Customer Code, SC Implementing Agency Code, and SC Case Designator 

structured as XX-X-XXX. It is allowed in this format for use internal to Wide Area Workflow. 

For transmission to DOD applications, this data element is reformatted as three discrete data 

elements.

Min/Max: 8/8

Alpha with special characters

b. Automated Information Systems (AIS): WAWF will be updated to accommodate 

new data and business rules via direct input or transaction and will provide an output to 

Components. New data will not be pre-populated from the contract or delivery order via 

Electronic Data Access (EDA). Component applications receiving the DLMS 856 should be 

updated to receive new data content. Appropriate instructional information/data headers/“mouse 

over” text should be provided to WAWF system users to clearly identify the discrete data element

that compose the FMS Case Number.

c. DLA Transaction Services: The GEX must be updated to accommodate the additional 

data. Reformatting of the FMS Case Number to the DLMS mapping must be accomplished within 

the GEX responsible for formatting of the WAWF output transactions.

d. Non-DLA Logistics Management Standards Publications:

(1) DFARS changes associated with the WAWF ECP 0714 include a requirement for 

the carrier name (in addition to the coded value); mandatory inclusion of the Issue By DoDAAC 

for the DOD organization that contracted for the materiel; digitally signed Certificate of 

Conformance (vice checked box) in WAWF application; requirement for all pages of the receiving 

report to be included with the shipment.

(2) The Business Enterprise Architecture (BEA) must be updated to reflect the 

appropriate field lengths consistent with MILSTRIP and MAPAC processing requirements: SC 

Customer Code at 2 positions and SC Case Designator at 3 positions.

ADC 1113 Attachment

Page 6
Enclosure, DLMS Implementation Convention (IC)

Item 

#

Location 856 Advance Shipment Notice 

Revision

Reason

1. DLMS Introductory 

Note

Add ADC 1113 to DLMS Introductory note 7:

- ADC 1113, Wide Area Workflow (WAWF) Advance 

Shipment Notice (ASN) Revisions Including 

Enhancements for Security Cooperation (SC) Foreign 

Military Sales (FMS)

Identifies DLMS 

Changes included in the 

DLMS IC.

2. 2/LIN02/020

(Used in HL03=I, 

Line Item Loop)

Add Qualifier ZR and DLMS note: 

ZR Service Control Identification

DLMS Note: Use on FMS Receiving Reports to 

identify the applicable Military Articles & Services List 

(MASL) description. The MASL is a catalog of 

descriptive codes and text used to identify materiel and 

services available to be transferred to foreign 

governments and international organizations. 

Use to enter the Military 

Articles and Services 

List (MASL) as a 

Product / Service ID 

Qualifier. 

3. 2/TD109/110

(Used in HL03=S, 

Shipment Loop)

Mark TD109 as used.

Volume

DLMS Note: Use to provide total cubic feet. Use with 

TD110 = 5I or CF as applicable.

Not restricted to FMS 

shipments.

When creating an RR, 

the system will allow 

entry of cubic feet at the 

document level. 

4. 2/TD110/110

(Used in HL03=S, 

Shipment Loop)

Mark TD110 as used. Add code 5I and note:

5I Standard Cubic Foot

DLMS Note: Use for volume measured by Standard 

Cubic Foot defined as: One cubic foot of gas 

measured at a fixed temperature and pressure; the 

value used for the temperature and pressure varies 

depending on the type of gas being measured.

CF Cubic Feet

DLMS Note: Use for volume measured by cubic feet.

Supports new 

requirement for volume.

5. 2/TD401/140

(Used in HL03=I, 

Line Item Loop)

Convert Federal note to DLMS note and add the 

following codes and DLMS notes:

Federal DLMS Note: For WAWF, the following codes 

are authorized for use in the line item loop, HL03=I.

Use as applicable to the DMLSS interface with WAWF 

to identify items requiring special handling due to

perishable, refrigerated, or hazardous items, or other 

characteristics. 

BKA - Bulky Article

Not restricted to FMS 

shipments.

Applicable to all WAWF 

Receiving Reports to 

identify items requiring 

special handling due to 

perishable, refrigerated, 

hazardous items, etc. 

Currently this segment is 

restricted to DMLSS and 

only the following codes 

are available:

ADC 1113 Enclosure

Page 1
Item 

#

Location 856 Advance Shipment Notice 

Revision

Reason

BU2 - Bunker Adjustment - 20 Foot Container

BU4 - Bunker Adjustment - 40 Foot Container

DOC - Documentation – Special 

DLMS Note: Carrier creates special shipper 

documentation.

ED - Excessive Dimensions

DLMS Note: Equipment exceeds operating 

restrictions but is not considered high/wide in interline 

movement.

EE - Electronic Equipment Transfer

EL - Environmental Control Limits

DLMS Note: The items contained in the shipment are 

subject to environmental controls whose limits are 

specified in the contract.

EW - Excessive Weight

EX - Explosive Flammable Gas

FAS – Firearms

FG - Flammable Gas

FL - Flammable

FR - Fragile - Handle with Care

KMD - Keep Material Dry

MOT - Other

DLMS Note: Must use with TD404 to describe the 

special package marking/special handling 

requirements when not addressed by available TD401

codes.

ONC - Use No Hooks

ONS - Not Restricted Cargo

OTC - Temperature Control

OV – Overweight

HM Endorsed as 

Hazardous Material

MRF Refrigerated

OPR Perishable

ADC 1113 Enclosure

Page 2
Item 

#

Location 856 Advance Shipment Notice 

Revision

Reason

RM - Radioactive Material

SCC - Special Containers

DLMS Note: The additional service charge or order 

for a transportation carrier to use specially 

constructed containers for oversized or fragile items as 

part of a household goods shipment.

SH - Shiftable Load

SMP - Small Package

STA - Conductivity/Anti-static Additive

6. 2/TD404/140

(Used in HL03=I, 

Line Item Loop)

Mark TD404 as used and add note:

TD404 Description 

DLMS Note: Must use to describe the special package 

marking/special handling requirements when 

TD401=MOT (Other).

Use to identify Special 

Package Markings / 

Special Handling 

Requirements 

(Hazardous Codes).

7. 2/REF01/150

(Used in HL03=S, 

Shipment Loop)

Add the following code for REF01:

2E Foreign Military Sales Case Number

DLMS Note: 

1. Use in the shipment loop, HL03=S, to identify 

three-position Security Cooperation (SC) Case 

Designator. 

2. Within the WAWF application this element is used 

to construct the “Foreign Military Sales Case 

Number” which is the concatenation of the SC 

Customer Code, SC Implementing Agency Code, and 

SC Case Designator structured as XX-X-XXX.

SCC Security Cooperation Customer Code

DLMS Note:

1. Use in the shipment loop, HL03=S, to identify the 

two-position Security Cooperation Customer Code.

2. Within the WAWF application this element is used 

to construct the “Foreign Military Sales Case 

Number” which is the concatenation of the SC 

Customer Code, SC Implementing Agency Code, and 

SC Case Designator structured as XX-X-XXX.

3. A local code ‘SCC’ is established for use in the 856, 

version 4010. A data maintenance action has been 

submitted for establishment of ‘SCC- Security 

Cooperation Customer Code’ in a future version.

Staffing Note: Refer to 

background information 

(Paragraph 4.b.(2)). 

The Federal 856 IC will 

also be updated to 

include the following 

Federal Note:

2E Foreign Military 

Sales Case Number

Federal Note:

1. Use in the shipment 

loop, HL03=S. 

2. For transmission to 

WAWF, the Foreign 

Military Sales Case 

Number is the 

concatenation of the 

Security Cooperation 

(SC) Customer Code, SC 

Implementing Agency 

Code, and SC Case 

Designator structured as 

XX-X-XXX. 

3. For transmission to 

DoD applications, this 

data element will be 

ADC 1113 Enclosure

Page 3
Item 

#

Location 856 Advance Shipment Notice 

Revision

Reason

SCI Security Cooperation Implementing Agency

DLMS Note:

1. Use in the shipment loop, HL03=S, to identify the 

one-position Security Cooperation Implementing

Agency. 

2. Within the WAWF application this element is used 

to construct the “Foreign Military Sales Case 

Number” which is the concatenation of the SC 

Customer Code, SC Implementing Agency Code, and 

SC Case Designator structured as XX-X-XXX.

3. A local code ‘SCI’ is established for use in the 856, 

version 4010. A data maintenance action has been 

submitted for establishment of ‘SCI- Security 

Cooperation Implementing Agency’ in a future

version.

reformatted as three 

discrete data elements.

4. For DLMS, this data 

element is used to 

identify the two-position 

Security Cooperation 

(SC) Case Designator. 

The SC Customer Code 

is mapped to REF01 

Code SCC and the SC 

Implementing Agency is 

mapped to REF01 Code 

SCI.

8. 2/REF01/150

(Used in HL03=S, 

Shipment Loop)

Add the following code and DLMS note:

TH Transportation Account Code (TAC)

DLMS Note: Use in the shipment loop, HL03=S. The 

Transportation Account Code is a data element used 

to identify the appropriation or user responsible for 

paying the transportation costs.

Not restricted to FMS 

shipments.

Use to identify the 

Transportation Account 

Code (TAC). 

9. 2/REF01/150

(Used in HL03=I, 

Line Item Loop)

Add the following code and DLMS note:

P4 Project Code

DLMS Note: Use in the line item loop, HL03=I, to 

identify the MILSTRIP Project Code.

Not restricted to FMS 

shipments.

Use when the contract or 

shipping instructions 

contain a three-character 

Project Code. Use to 

indicate the project code

applicable to the award 

instrument.

Staffing Note: While 

this WAWF mapping for 

the Project Code is not 

consistent with the 

DLMS MILSTRIP 

transactions, it is an

acceptable alternative. 

The actual data content 

must be consistent with 

MILSTRIP.

ADC 1113 Enclosure

Page 4